Email is the most efficient, cost-effective, and quick method of transferring information. It is a quick and convenient alternative to traffic jams meetings in person as well as postal delays interruptions to fax machines, and busy phone lines. Email’s convenience can mask its inherent dangers when it comes to sharing sensitive documents.
Once your sensitive data leaves your server there is no control over the destination or who gets it. Even if your email is protected with encryption, which provides an additional layer of security, it does not be secure against the kind of “man-in-the-middle” attacks that could happen if someone were to take over your email while it is in transit.
The most effective method is to work with an outside company that is specialized in secure document exchange, which will ensure that your customers’ private documents will never fall into wrong hands. Secure document exchange lets you track the editors and users of your customer’s data.
If you have to email confidential information, best practices and a dependable NDA can help you manage the risks. For example limit the number of personal information you provide to the minimum needed for your task and avoid including them in multiple emails. Use a password protected file instead of attaching it to an email. You can also include a confidentiality statement in your emails. Whatever method you choose to use, be sure to clearly outline your expectations in your NDAs that apply to recipients of confidential information.